Overview
Order Entry Admin Jobs in New York, NY at 24 Seven Talent
Reporting to the Principal Conference Planner, the Administrative Assistant provides essential support for the coordination and execution of conferences, meetings, and events. This role assists with logistics, scheduling, vendor coordination, and attendee communications to ensure seamless event operations. Responsibilities include managing registration, preparing materials, assist tracking budgets, and liaising with internal and external stakeholders. Strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment are key to success in this position.
A detail-oriented and highly organized administrative professional with experience in conference planning and event coordination. Skilled at managing multiple tasks in dynamic environments, with strong problem-solving capabilities, effective communication skills, and a proactive approach to supporting administrative and operational event functions.
Experienced in event coordination, logistics support, and stakeholder communication, with proficiency in financial systems, databases, web design tools, Excel, Google Suite, Stripe, and calendar management. Skilled in using platforms like Cvent for registration management, reporting, and financial tracking. Expertise in scheduling, document preparation, vendor coordination, and budget tracking to ensure seamless operations. Strong organizational, problem-solving, and time management abilities, with the flexibility to manage multiple priorities in fast-paced environments. Adept at maintaining accurate records, ensuring compliance, and delivering excellent customer service while handling sensitive information with discretion.
1. Reporting & Documentation
Generate and distribute reports in Cvent to support conference planners and division stakeholders with real-time registration, attendance, and financial insights.
Maintain and update attendee lists, registration reports, and event logistics documents to ensure accuracy and accessibility for the planning team.
Document planning meetings, capturing key decisions, action items, and follow-ups, and ensure timely distribution to relevant stakeholders.
Organize and maintain digital and physical event files, including contracts, invoices, and correspondence for future reference and audit purposes.
2. Vendor & Financial Coordination
Prepare and process vendor payments, ensuring invoices, purchase orders, and reimbursement requests are submitted and tracked accurately.
Assist in monitoring event budgets by tracking expenses and identifying discrepancies to ensure compliance with financial policies.
Communicate with vendors to confirm service details such as venue arrangements, catering orders, AV setup, and transportation logistics.
Research and obtain quotes from potential vendors, providing recommendations to planners based on pricing, availability, and service quality.
Assist in negotiating service agreements and ensuring that vendors meet contractual obligations.
3. Onsite Event Support
Provide hands-on support during events, managing registration desks, checking in attendees, and distributing materials such as badges and welcome packets.
Ensure event spaces are set up correctly by coordinating with facilities teams and vendors for seating arrangements, signage, and equipment needs.
Act as a point of contact for attendees, assisting with directions, troubleshooting issues, and ensuring a smooth experience throughout the event.
Monitor event timelines, proactively addressing any schedule deviations or logistical challenges in coordination with planners and vendors.
Assist with post-event breakdown, inventorying materials, collecting signage, and confirming venue clearance requirements.
4. Stakeholder & Attendee Support
Schedule and coordinate check-in meetings with conference planners and stakeholders to provide updates and address any logistical concerns.
Respond to inquiries from attendees regarding registration, agenda details, travel accommodations, and accessibility needs.
Manage communications with speakers and panelists, providing logistical details and ensuring they have necessary materials and accommodations.
Assist in gathering post-event feedback from attendees, stakeholders, and vendors to contribute to continuous improvement efforts.
5. Technology & Systems Management
Assist in managing event registration platforms such as Cvent, ensuring data integrity, ticketing accuracy, and attendee tracking.
Support financial tracking in Cvent and Stripe, recording and reconciling payments for General Accounting and stakeholder reporting.
Prepare and print event materials, including name badges, signage, and presentation packets, using internal software and design tools.
Assist in troubleshooting technical issues related to event software, AV equipment, and virtual event platforms.
Title: Order Entry Admin
Company: 24 Seven Talent
Location: New York, NY
